HomeMy WebLinkAbout5.B.2. Purchase of Furnishings and Equipment for New Fire Station �.�.�.
City of Shakopee
MEMORANDUM
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TO: Mayor and City Council
I Marl< McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator I
I Ricl<Coleman, Fire Chief
SUBJECT: Purchase of Furniture and Equipment for New Fire Station I
DATE: November 10, 2011 I
Introduction I
The City Council is asl<ed authorize the purchase of furniture and other equipment for the new Fire Station.
, Background
The budget for the new Fire Station includes funding for fumiture and equipment, such as computers, I
phones, televisions, etc. These items are not included in the construction contract, but instead are to be
purchased directly bythe City. The Fire Department should be able to move into the building sometime in I
mid-December, therefore it is time to start ordering these items now.
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Furniture
Staff from Oertel Architects assisted the City with gathering quotes for the office furniture. This includes I
two desks, chairs, filing cabinets and shelving for the office, tables and chairs for the conference room,
tables and chairs for the lounge and chairs and storage cabinets for the dispatch area. A total of 5 quotes
were received, with the quote from Henricksen PSG being the least expensive. Furniture for the main Fire I
Station was purchased from Henricl<sen at the time that station was new and it has held up well. The
subtotal for these office furnishings is $13,71036.
Additional furnishings will be needed, notably in two categories. The first category will be furniture for the '
lounge space, including a couch, chairs, coffee table and television. It is proposed that a small group of
, firefighters be given a$6,000 allowance and tasked with selecting these furnishings directly from a retail
furniture store. Secondly, as the Department begins to move into the building, items such as shelving for '
the storage closets, wastepaper and recycling baskets for each room, doormats, etc. will be needed.
Electronic Furnishings
Staff has collected price quotes for the electronic furnishings that will go into the building—to mal<e it both '
an operational fire station and to outfit it as the bacl<up / disaster recovery site for the City's IT network.
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The following is a list of these items:
1. 5 computers and monitors ($3,246)
2. 1 Cisca switch ($2,465)
3. 1 uninterruptable power supply (UPS) for the IT closet ($2,860)
4. 1(<VM switch for controlling the equipment in the IT closet ($1,175)
SUBTOTAL = $9,746 (plus shipping)
5. 3 televisions and associated mounting hardware
6. 1 ceiling mounted projector & 6 ceiling speakers for the conference room
7. 1 presentation podium and system controls for the conference room
SUBTOTAL = $11,770 (plus tax and shipping)
Items 1 thru 4 would he purchased from vendors on the State Contract. Competitive quotes for the
package consisting of items 5, 6 and 7 have been sought and the lowest quoted price is from Alpha Video.
The City has sufficient desl< phones on hand to outfit the Fire Station and a hand-me-down
co ier/printer/fax machine will be provided from Engineering Building, which is scheduled for a
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replacement.
Budget Impact
The project budget presented to Council at the time the construction contract was awarded back in March
is attached. It includes $40,000 for furnishings and $12,000 for items such as computers and phones for a
total of $52,000 of available funds.
The proposed pad<age of items to be purchased would total approximately $48,000.
$13,710.00 Office Furniture I
$ 6,000.00 Lounge Furniture
$10,000.00 Computers & Related IT Items
$13,000.00 Audio /Video Related Items
$ 5,290.00 Misc.ltems
$48,000.00 TOTAL
Additionally, it should be noted that, at this time, all other costs associated with construction remain within
their line item amounts listed on the attached project budget.
Relationship to Vision
The construction of a new fire station contributes to Goal B: Positively manage the challenges and
opportunities presented by growth, development and change.
Requested Action
If Council concurs, it is asked to offer a motion to authorize staff to purchase furnishings and equipment for
the new fire Station as described above at a total cost not to exceed $48,000.